Stale Clients and Contact Cadence

Each relationship comes with an expected rhythm of contact, called the contact cadence. When an active company goes longer than its cadence without an interaction, the CRM calls it stale. A stale company is one you may want to get in touch with, whether it is a client, a supplier or a partner.

When a Company Is Stale

A company is stale when all three conditions below hold.

1. The company’s status is active, since leads and past companies are never stale.
2. The company has a contact cadence, which rules out relationships set to never go stale.
3. The last interaction is older than the cadence, or the company has no interactions at all.

The CRM counts days from the date of the last interaction with anyone at the company. A company becomes stale on the first day the count goes past the cadence. A company with no interactions at all is stale from the day you set it to active.

Default Cadences

Relationship	Default cadence
client	30 days
partner	60 days
supplier	90 days
internal	Never stale
other	Never stale

The CRM uses the company’s effective relationship, which is the one you set or, when you set none, the one it derives from project links. A company with no relationship and no project links reads as other, so it is never stale. See Companies.

Note

Set the relationship on every company you want the CRM to watch. A company you added in conversation without a relationship or a project link never appears in the stale list.

Changing a Cadence

You can change the cadence in two places.

• For one relationship. Edit .prima-crm/config.json in your workspace root and restart Claude Code, as described in Configuration.
• For one company. Ask Claude to set a contact cadence on the company. This number replaces the relationship’s cadence for that company only.

Set the contact cadence for Northfield Print to 14 days while the new
system goes in.

A per-company cadence must be a whole number of days greater than zero. Ask Claude to clear it, and the company goes back to its relationship’s default. The company profile shows the cadence in use and whether it comes from the company or from the relationship.

Seeing What Is Stale

Ask Claude for stale companies.

Which clients have gone quiet?
Show me stale suppliers.

Each row shows the company, its relationship, the cadence, the date of the last interaction, the days since then and the days past the cadence. Companies never contacted come first, followed by the longest lapses. The list shows up to 20 companies unless you ask for more, and you can narrow it to one relationship.

The stale reading also appears in other places.

Where	What it shows
Company profile	Whether the company is stale, in touch, or not assessed, with the reason
CRM summary	The number of stale companies
CRM dashboard	A stale column on the company table and a stale companies table under Needs Attention
PRIMA Project Management	Stale companies with the client relationship, in the Today view that the daily briefing opens

Stale Contacts

The CRM can also list people. A contact is stale when their own last interaction is older than their company’s cadence.

• Company cadence applies. A contact takes the relationship and cadence of their company, including any per-company cadence.
• No company means the client default. A contact with no company uses the client cadence, 30 days by default.
• Only active companies count. The list includes contacts at active companies and contacts with no company.

Which contacts at our clients have we not spoken to recently?

Dormant Is a Legacy Status

Versions before 1.6.1 let you set a dormant status on quiet companies. The CRM now works out staleness each time you ask and rejects dormant when you add or update a company. If an older database still holds companies at dormant, the company profile marks them, and you can ask Claude to set each one to active or past.